Minutes of Scheduled Board of Trustees Meeting

March 15, 2000

Call to Order

The regular Meeting of the Library Board of Trustees was called to order at 7:25 p.m. In attendance were Board President Campbell Geeslin, Trustees Betsy DeSoye, Janet Elmiger, P. Lynn Oliva, Don Simmons, Library Director Sandra Miranda and Assistant Director Charlotte Szabo. Absent with notice were Trustees Toni Cox-Burns, Hope Furth and Saul Yanofsky. Library Director Miranda introduced the new Director of Development, Tracy Conte.

Minutes of the Regular Meeting of the Library Board of Trustees

The minutes of the annual and regular meetings of February 9, 2000 were approved on a motion by Trustee Elmiger, seconded by Trustee Simmons.

City Expenditure & Revenue Budget Reports

City Expenditure & Revenue Budget Reports as of 1/31/00 & 2/29/00 were reviewed by the Board.

Bills: 1999/00 Budget #16 & #17

The payment of bill vouchers #16 & #17 were approved on a motion by Trustee DeSoye, seconded by Trustee Oliva.

Report of Library Administration

Department reports for January & February 2000 were reviewed by the Board. Library Director Miranda reported that it appears that progress is being made with newspaper indexing and that our staff might actually be trained and able to begin indexing newspapers this month.

Trustee Reports & Business

WLS & Friends

The Board reviewed WLS and Friends meeting notes prepared by Trustee Furth, and the Board extended many thanks to the Friends for their generosities.

Foundation

The Board reviewed Foundation minutes and reports with Director of Development, Tracy Conte.

Advocacy

The Trustees reviewed and discussed legislator responses, all positive, to the Library’s requests for funds to assist with the Children’s Library expansion. Copies of correspondence from N. Matusow, S. Oppenheimer, & N. Lowey were shared. Library Director Miranda reported that decisions on the State budget appeared imminent and urged the Library Board to contact State legislators again to request funding for the Library. Regarding the recommendations of Regents Commission on Libraries, the Board asked Mrs. Miranda to send them a short script for their reference in submitting comments.

OLD BUSINESS

2000/2001 Proposed Budget

The Board of Trustees reviewed statistics submitted with budget proposal, and Library Director Miranda reported budget approval is expected in May.

Personnel

The Board reviewed correspondence regarding the Library’s vacancies and actions recommended. Library

Director Miranda reported that the Freeze Committee met on March 8^th and all three requested positions were released. Hiring will depend on the results of the recent Library Clerk test, as well as acceptance by Librarian I candidate.

Capital Improvement Program

The Board reviewed the portions of White Plains Capital Improvement Program relevant to the Library. Library Director Miranda reported that all current projects are moving forward; study rooms being re-bid; new bids due 3/28. Carpet is ready to be ordered; installation services are being assessed. Mrs. Miranda reported design work on the Children’s Library is progressing. To respond to the Board, she will ask Lothrop Associates to prepare a square footage comparison of the current Children’s Library, vs. the current proposed expansion, vs. the previous expansion design.

Vinyl Record Collection

On a motion by Trustee Oliva, seconded by Trustee DeSoye, the Board approved the Library discontinuing vinyl records as part of the Library collection and donating them to the Friends of the White Plains Library. Mrs. Miranda reported that the Friends would invite patrons to take records in return for a donation to the Friends.

NEW BUSINESS

Public Library Association

On a motion by Trustee Elmiger, seconded by Trustee Simmons, the Board approved release time for Children’s Manager, Rosemary Rasmussen, to attend the Public Library Association conference in Charlotte, NC from 3/28 - 4/1/00 on a scholarship from Friends of the Library.

American Library Association

On a motion by Trustee Oliva, seconded by Trustee Simmons, the Board approved request for Library Director to attend the American Library Association conference in Chicago from 7/6 - 7/12/00 with normal expenses to be reimbursed.

Westchester Book & Author Luncheon

On a motion by Trustee DeSoye, seconded by Trustee Elmiger, the Board approved request for Director, Assistant Director, and Head of Public Services to attend the WLS Book & Author luncheon on 4/12/00 and be reimbursed expenses for registration and travel.

Executive Network Program

On a motion by Trustee Oliva, seconded by Trustee Simmons, the Board approved request for Library Director to participate in the Westchester County Association’s Executive Network Program.

Reader’s Digest Endowed Book Fund

On a motion by Trustee DeSoye, seconded by Trustee Elmiger, the Board approved request to receive grant per notification letter of 2/29/00, deposit to Gift Fund and expend per grant guidelines.

Key Information Technology Trends & Libraries

Library Director Miranda asked the Board to carefully review her report on a presentation by Lou Wetherbee, Library Management Consultant, at the 2/17/00 METRO workshop she attended. Mrs. Miranda urged the Board to think about how new Information Technology would effect the Library, and what the Library should be doing to prepare for the evolution to a modern technological workplace. Trustee Oliva suggested the number of online "hits" should be included in Library statistics. Mrs. Miranda noted Remote Use of online services was reported in statistics submitted with budget proposal and that Kurt Hadeler, Library Systems Manager, is continuing to evaluate methods of reporting. All agreed this was an important topic, and that time should be spent regularly discussing trends and directions for the future. Trustee Oliva suggested that young people should be tapped for ideas, since they see things from a special vantage point, since they were born into an online world. Library Director Miranda suggested that a workshop for Trustees and Staff led by someone like Lou Wetherbee could also be helpful.

Personnel Added & Deleted from Payroll: 10/16/99 - 3/15/00

On a motion by Trustee Simmons, seconded by Trustee DeSoye, the Board approved Personnel Added & Deleted from Payroll, 10/16/99 through 3/15/00.

Adjournment

There being no more business before the Board, the Meeting was adjourned at 9:05 p.m.

Betsy DeSoye, Secretary

Library Board of Trustees